Virtual Assistant

Teamified works with top enterprises and digital native businesses in Australia helping them build their remote teams in India, Philippines and Sri Lanka. We pride ourselves with hiring great teams to work on exciting game changing technology. Teamified currently has 200+ engineers, testers, product managers etc. working across 20+ partners. We focus on uplifting the way organisations build and manage their remote teams through great working relationships, trust, integrity, culture and hiring processes. Additional to this we are building our own technology product offerings. We strive to deliver the best outcomes for our customers, our partners and our people.

Client Summary:

Our client is independent growth and investment advisory company, dedicated to AgriFood innovation. The firm's mission is to enable and connect the innovators, organisations, and investors who build, deploy, and resource new technology across food and agriculture. They believe that profitable businesses make the real impact and that agriculture needs resilient "work horses," not speculative "unicorns." Through strategic advice and partnership, Recode Ventures empowers world-class entrepreneurs to recode the food system for sustainability and resilience.

Role:

To serve as the operational cornerstone, you will ensure the seamless execution of all business and client-facing operations by managing workflows, coordinating our unique Human-AI team, and maintaining our systems. Your success will be measured by your ability to create leverage, increase the Managing Director's capacity for strategic work, and uphold a standard of operational excellence.

Responsibilities:

A. Executive Support & Operations (30%)

• Manage inbox, calendar, scheduling, and routine requests.

• Handle invoicing, expenses, and coordination with Xero.

• Plan domestic/international travel and trade missions (e.g., AgriTechnica).

• Maintain and improve SOPs via the “Agile Operations Playbook.”

B. Client & Project Coordination (30%)

• Oversee client onboarding, contracts, and project setup.

• Prepare intelligence briefings for workshops.

• Support trade mission logistics, partner engagement, and milestones.

• Manage data rooms for capital raising/M&A.

• Coordinate stakeholder networks and handle non-strategic client communication.

C. AI & Deliverables (25%)

• Review AI outputs for quality and accuracy.

• Format and enhance client-facing presentations/reports.

• Build prompt libraries, organize databases, and maintain AI context libraries.

D. Business Development & Marketing (10%)

• Maintain CRM and sales pipeline.

• Support content distribution (LinkedIn, network updates).

E. Knowledge & Process Improvement (5%)

• Maintain operations playbook and suggest improvements.

• Manage case studies and IP assets.

Requirements:

• Experience: 3+ years as a remote Executive Assistant, Project Coordinator, or similar role, supporting senior executives/founders in fast-paced environments.

• Operations & Client Support: Skilled in inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop prep, stakeholder coordination, and data room management.

• Project & Deliverables: Experience coordinating trade missions/events, managing SOPs/playbooks, and handling client communications. Strong ability to review, format, and enhance deliverables (reports, presentations, etc.).

• AI & Tech Proficiency: Comfortable working with AI tools (Google Gemini/Gemma) for drafting, research, and workflow optimization. Able to build prompt libraries and maintain knowledge databases.

• Business Development & Marketing: Familiar with CRM (Dex, Notion), pipeline management, and supporting thought leadership/marketing distribution.

• Tools: Google Workspace, Notion, Miro, Superhuman, Zoom, Calendly, Zapier, Dex CRM, Xero, Canva.

• Key Skills & Attributes:

• Process-driven with strong organisational and time-management skills

• Proactive, autonomous, and adaptable to new tools/AI systems

• Detail-oriented with strong quality control mindset

• Excellent communicator (fluent English) with discretion and integrity

Benefits:

• Flexibility in work hours and location, with a focus on managing energy rather than time.
• Access to online learning platforms and a budget for professional development
• A collaborative, no-silos environment, encouraging learning and growth across teams
• A dynamic social culture with team lunches, social events, and opportunities for creative input
• Health insurance
• Leave Benefits
• 13th Month Salary 

If you possess the required skills and are eager to contribute to our team's success, We encourage you to apply for this exciting opportunity. Apply now!